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Bulk edit and delete

When a change applies to many items — a GST rate correction, a brand rename, a price rise across a category — select the rows and apply it once instead of editing item by item. The same selection also drives bulk delete.

Select rows, open Bulk Edit, tick the field to change, apply once — the summary reports every item touched.

Before you begin​

  • You need the edit permission on Items for bulk edit, and the delete permission for bulk delete. The selection checkboxes only appear when you hold at least one of the two.
  • A bulk operation covers up to 500 items at a time. For larger sets, run it in batches.
  • Narrow the list first — filters and search define what you can select, and changing them clears the selection.

Steps​

  1. Tick the checkbox at the start of each item row you want to change, or tick the checkbox in the table header to select every row on the current page. Move to another page and keep selecting — the selection carries across pages.

  2. A floating bar appears at the bottom of the screen showing the count of selected items with three controls: Edit, Delete, and an X that clears the selection.

  3. Select Edit on the bar to open the bulk edit dialog.

    Only ticked fields are applied — everything else on the selected items is left untouched.

  4. Tick each field you want to change and give it a value:

    • Category — pick a category, or choose — None (clear) — to remove the category from every selected item.
    • GST rate — enter a rate from 0 to 100, and tick Incl. when prices should count as tax-inclusive.
    • Status — set the items Active or Inactive.
    • Brand — type the brand to apply.
    • Min stock — the low-stock threshold, 0 or more.
    • Price — choose Set to, Increase, or Decrease, then a value in rupees or percent. Set to always takes a rupee amount — percent is only available for increase and decrease. Increases and decreases apply per item, calculated from that item's own current sale price, so a 10% rise moves every selected item by 10% of its own price.

  5. Select the apply button, labeled with the count — for example Apply to 12.

Verify​

A summary card confirms how many items were updated out of how many were requested, lists the changes that were applied, and shows a per-item before and after for every changed value. Select Done to close it.

A ticked field left blank is rejected before anything is written — the dialog asks you to enter a value or untick the field — so a bulk edit can never silently blank out a value across the selection.

Bulk delete​

warning

Bulk delete is permanent and can't be undone. Items used in orders or invoices are kept automatically, but everything else in the selection is removed.

Select rows the same way, then select Delete on the floating bar and confirm. The delete is best-effort:

  • Items not referenced by any document are deleted together.
  • Items used in a sale order, sale invoice, or purchase invoice are skipped and kept.

The result card shows how many items were deleted out of how many were requested, and lists every kept item with the reason it was blocked. When nothing could be deleted, the card says so plainly rather than reading as success.

Troubleshooting​

Your selection disappeared before you could act on it

Changing the search term or any filter clears the selection on purpose: a bulk action must never touch rows you can no longer see, and the count on the floating bar has to reflect the current view. Moving between pages keeps the selection — it's only a change of scope (search or filters) that resets it. Narrow the list first, then select.

The delete summary says some items were kept

Those items appear in at least one sale order, sale invoice, or purchase invoice, and items referenced by documents can never be deleted — the summary lists each kept item with its reason. Set them Inactive instead, either from the row menu or with a bulk edit of the Status field, to remove them from day-to-day use while keeping their history.